1-2025-013 Fleet Vehicle Replacement.pdf

THE CITY OF SCHERTZ, TEXAS

REQUEST FOR PROPOSALS (RFP)

for

Fleet Vehicle Replacement

RFP # 2025-013

October 15, 2025

1400 SCHERTZ PARKWAY

SCHERTZ, TEXAS 78154

CITY OF SCHERTZ

REQUEST FOR PROPOSALS (“RFP”)

Fleet Vehicle Replacement

RFP# 2025-013

Sealed proposals in response to this RFP will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until 11 November, 2025, at 3:30PM.

Submissions by other methods will not be accepted. All Proposals must be in the City of Schertz’s possession on or before the scheduled date and time (no late RFP will be accepted). Proposals will be presented publicly through a virtual meeting which can be found in section 2.1.

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid or proposal. Any questions regarding this solicitation must be posted in the Q&A section on the City’s e-procurement portal. General questions about using the e-procurement portal or becoming a vendor may be directed to the City’s Purchasing Department at purchasing@schertz.com.

The City shall evaluate proposals based on the evaluation criteria set forth in the solicitation.

The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all formalities or technicalities, accept the response or portions of the response determined to be the best value and most advantageous to the City, and hold the responses for a period of 90 days without acting.

The City of Schertz reserves the right to accept responses from more than one firm determined to be the best option for the City. Respondents are required to hold their responses firm for the same period.

All questions must be submitted through the City’s e-procurement portal no later than 5 November, 2025, at 5:00PM.

Upload electronic proposals to:

https://schertz.bonfirehub.com/portal/?tab=openOpportunities mailto:purchasing@schertz.com

TABLE OF CONTENTS

SECTION 1: OBJECTIVES, AND BACKGROUND

SECTION 2: NOTICE TO PROPOSERS

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: GENERAL TERMS AND CONDITIONS

SECTION 5: SCOPE OF WORK

SECTION 6: EXECUTION OF OFFER

SECTION 7: PROPOSER’S STATEMENT OF QUALIFICATIONS

SECTION 8: PRICING AND DELIVERY SCHEDULE

REQUEST FOR PROPOSAL

SECTION 1

OBJECTIVES, AND BACKGROUND

1.1 Objectives of this Request for Proposal

The City of Schertz (“City”) is soliciting proposals in response to this Request for Proposal number 2025-013 (“RFP”) from contractors, hereafter referred to collectively as “Proposers,” to assist the City in providing replacement vehicles for up to thirteen (13) of the City’s fleet vehicles.

1.2 Description of City

The City of Schertz, Texas, is a home rule city located northeast of San Antonio along the I-35 corridor. Schertz currently occupies a land area of 32.1 square miles and serves a population of approximately 48,000. The City of Schertz provides a full range of services, including fire protection, the construction and maintenance of streets, recreational facilities, cultural events, water and sewer services and EMS services. The City’s operational commitment is to provide reliable and excellent service to citizens at competitive prices and to guide responsible stewardship of City resources.

1.3 Project Background

The City of Schertz (“City”) is seeking competitive sealed proposals in response to this Request for Proposals (“RFP”) Number 2025-008 from vendors, to provide quotes for up to thirteen (13) of the City’s vehicle fleet.

1.4 Term of Agreement

Intentionally Left Blank

SECTION 2

NOTICE TO PROPOSERS

THE PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN

THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

2.1 Submittal Deadline

Sealed proposals in response to this RFP will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until MONTH DAY, 2025, at 3:30PM. Submissions by other methods will not be accepted. All Proposals must be in the City of Schertz’s possession on or before the scheduled date and time (no late RFP will be accepted).

All submitted and sealed responses will be opened at the above-mentioned time and date.

Responders who wish to be present for the opening may come in person, or join the Zoom meeting at the below link:

BID OPENING TEAMS MEETING LINK

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid or proposal. Questions regarding this solicitation MUST be posted on the Q&A section of this proposal on the City’s e-procurement portal. General questions about using the e-procurement portal may be directed to the Purchasing Department at purchasing@schertz.com.

2.2 Inquiries and Interpretations

The City specifically requires that all questions regarding this RFP be submitted through the City’s e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. All questions must be submitted no later than MONTH DAY, 2025, at 3:00PM. The City will have a reasonable amount of time to respond to questions or concerns. It is the City’s intent to respond to all appropriate questions and concerns; however, The City reserves the right to decline to respond to any question or concern. Only City responses that are made by formal written Addenda will be binding on the City. Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by City prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

2.3 Pre-Submittal Meeting

A pre-submittal meeting will not be held for this project.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVhMzdjMjgtYTQzMC00ODgxLWFiYjMtNDQwODY1MzFiMzJi%40thread.v2/0?context=%7b%22Tid%22%3a%22c6a5f21e-8be3-4703-81d7-00f87aab018c%22%2c%22Oid%22%3a%225ffc77e2-0e99-4029-801d-87fa2ce068bb%22%7d

2.4 Public Information

City considers all information, documentation and other materials submitted in response to this RFP to be of a non-confidential and non-proprietary nature and shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq) after the award of an Agreement.

The proposer is hereby notified that the City strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

2.5 Criteria for Selection

The successful Proposer(s), if any, selected by The City in accordance with the requirements and specifications set forth in this RFP will be the Proposer that submits a proposal in response to this RFP on or before the Submittal Deadline that is the most advantageous to The City. The successful Proposer is referred to as the “Contractor.”

Proposer is encouraged to propose terms and conditions offering the maximum benefit to The City in terms of (1) services to the City, (2) total overall cost to the City, and (3) project management expertise. Proposers should describe all applicable discounts that may be available to The City in a contract for the Services.

An evaluation team from The City will evaluate proposals. The evaluation of proposals and the selection of Contractor will be based on the information provided by Proposer in its proposal. The City may consider additional information if The City deems such information relevant.

Based on the Evaluation Committee review, and various types of vehicles being requested, several vendors may be short-listed for further consideration and may be required to submit supplemental information and an interview or presentation.

The City reserves the right to accept proposals from multiple vendors in part or as a whole, as such cost proposals should be based on the sale of each asset independently. Any multi-vehicle purchase discount should be included as a separate item and clearly stated. The City also reserves the right to reject all submissions.

After submission of a proposal but before final selection of Contractor is made, the City may permit a Proposer to revise its proposal to obtain the Proposer's best and final offer.

In that event, representations made by Proposer in its revised proposal, including price and fee quotes, will be binding on Proposer. The City is not obligated to select the Proposer offering the most attractive economic terms if that Proposer is not the most advantageous to the City overall, as determined by the City.

By submitting a proposal, Proposer acknowledges (1) Proposer's acceptance of [a] the Proposal Evaluation Process, [b] the Criteria for Selection, [c] the Scope of Work (ref.

Section 5), [d] the terms and conditions (ref. Section 4), and [e] all other requirements and specifications set forth in this RFP; and (2) Proposer's recognition that some subjective judgments must be made by the City during this RFP process.

The criteria to be considered by The City in evaluating proposals and selecting Contractor, will be those factors listed below with their relative weightings:

2.5.1 Proposer’s Qualifications, Abilities, and Reputation: (30%)

2.5.1.1 Proposer’s demonstrated competence and experience in providing the requested services, including the quality of Proposer’s references from past and present clients.

2.5.1.2 The qualifications, education, and experience of the team members proposed by Proposer to conduct and supervise its services for the City.

2.5.1.3 Proposer’s past relationship with City of Schertz, and Proposer’s experience performing the requested services for entities similar in nature.

2.5.1.4 Proposer’s ability to perform the required services within the time periods projected, based on Proposer’s demonstrated capabilities, staffing, financial stability, and creative resources.

2.5.1.5 Proposer’s demonstrated awareness of the present environments and likely future developments related to the requested services.

2.5.2 Quality of Proposed Services/System: (30%)

2.5.2.1 The overall demonstrated quality of Proposers’ goods and/or services in accordance with the Scope of Work described in Section 5.

2.5.2.2 Quality Assurance Plan

2.5.3 Cost: (30%)

The cost to City required to secure Proposer’s proposed Services, including any long-term costs.

2.5.4 Responsiveness of Proposal : (10%)

The extent to which Proposer’s response relates to the specific environment, requirements, and needs of City; the quality and level of substantive detail and clarity of content provided in Proposer’s response.

2.5.5 Threshold Criteria Not Scored:

2.5.5.1 Ability of City to comply with laws regarding Historically Underutilized Businesses; and

2.5.5.2 Ability of City to comply with laws regarding purchases from persons with disabilities.

2.5.6 Supplemental Consideration. As a supplement to the above-described criteria, City may consider any additional information and documentation submitted by a Proposer if City deems such information to be relevant, and to serve the best interests of, and provide the best value to, City.

2.6 Key Events Schedule

Issuance of RFP October 15, 2025, at 3:00PM Central

Pre-submittal Meeting N/A

Deadline for Questions/Concerns November 5, 2025, at 5:00PM Central

Submittal Deadline & Bid Open November 11, 2025, at 3:30PM Central

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Proposals must be submitted through the City of Schertz e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. You must register as a vendor through this portal to submit a proposal. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. Javascript and browser cookies must be enabled.

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

The City Request that the Execution of Offer and any/all signed Addendums be submitted as separate files with the proposal. Failure to include a signed Execution of Offer and any/all Addendums associated with the proposal WILL result in the proposal being rejected. A wet or digital signature will suffice.

3.2 Preparation and Submittal Instructions

The response to this RFP shall be submitted in the manner described in this Section.

Failure to submit the Proposal in the manner specified may result in a premature opening of, post-opening of, or failure to open and consider that proposal and may be cause for elimination of that Respondent from consideration for award.

3.2.1 Overview of Proposed System / Scope of Services

This section of the proposal should include a general discussion of the proposer’s overall understanding of the project, the scope of work, as defined in Section 5, and the proposed solution

3.2.2 Execution of Offer

The Proposer must complete, sign and return the attached Execution of Offer (ref.

Section 6) as part of its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its proposal. Any proposal received without a completed and signed Execution of Offer may be rejected by the City, in its sole discretion.

3.2.3 Proposers Qualifications Questionnaire

Respondent shall provide responses to all questions identified in the questionnaire in Section 7.

3.2.4 Cost Proposal

Proposer must complete and return the Cost Proposal (ref. Section 8 of this RFP), as part of its proposal. In the Cost Proposal, the Proposer should describe in detail

(a) the total fees for the entire scope of the Services; and (b) the method by which the fees are calculated. The fees must be inclusive of all associated costs for delivery, labor, insurance, taxes, overhead, and profit.

The City will not recognize or accept any charges or fees to perform the Services that are not specifically stated in the Cost Proposal

In the Cost Proposal, Proposer should describe each significant phase in the process of providing the Services to The City, and the period within which Proposer proposes to be able to complete each such phase.

3.2.4 Addenda and Modifications

Any changes, additions, or clarifications to the IFB are made by amendments (addenda) and will be posted on the e-procurement portal. Any respondent in doubt as to the true meaning of any part of the IFB or other documents may request an interpretation from the Purchasing Department. At the request of the respondent, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Department. ALL addenda will be attached to the original IFB in the Public Purchase file and will become part of the IFB package having the same binding effect as provisions of the original IFB.

It shall be the respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the City of Schertz and as such are made part of the original IFB documents.

Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. No verbal explanations or interpretations will be binding. The City does not assume responsibility for the receipt of any addendum sent to respondents

3.2.5 Sample Documents

IF APPLICABLE, Proposers should include sample copies of the documents and/or reports outlined in the scope of work. Although they are sample forms, the documents must contain all material terms so that the City can fairly evaluate the proposer’s forms.

3.2.6 Additional Information

1. Certificate of Insurance showing Contractor is Insured

2. Copy of Completed Form 1295

3. Supplementary Information (if necessary)

4. Other supporting materials and work portfolio which demonstrates the firm’s work quality.

3.3 Proposal Validity Period

Each proposal must state that it will remain valid for City’s acceptance for a minimum of ninety days (90) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

SECTION 4

GENERAL TERMS AND CONDITIONS

4. Should the City enter into an agreement as the result of this RFP, Contractor will be required to agree to the terms and conditions set forth in the City of Schertz Texas Purchase Order Terms and Conditions (found here) in addition to the following terms and conditions:

(A) Subletting. The Contractor shall not sublet or transfer any portion of the work under this

Agreement, or any Scope of Work issued pursuant to this Agreement unless specifically approved in writing by the City, which approval shall not be unreasonably withheld.

Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of Work. The approval or acquiescence of the City in the subletting of any work shall not relieve the Contractor of any responsibility for work done by such subcontractor.

(B) Compliance with Laws. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts, administrative, or regulatory bodies in any matter affecting the performance of this Agreement, including, without limitation, worker’s compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

When required, the Contractor shall furnish the City with satisfactory proof of compliance.

(C) Non-Collusion. Contractor represents and warrants that Contractor has not given, made, promised or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other consideration to any person as an inducement to or to obtain the work to be provided to the City under this Agreement. Contractor further agrees that Contractor shall not accept any gift, bonus, commission, money, or other consideration from any person (other than from the City pursuant to this Agreement) for any of the Work performed by Contractor under or related to this Agreement. If any such gift, bonus, commission, money, or other consideration is received by or offered to Contractor, Contractor shall immediately report that fact to the City and, at the sole option of the City, the City may elect to accept the consideration for itself or to take the value of such consideration as a credit against the compensation otherwise owing to Contractor under or pursuant to this Agreement.

(D) Force Majeure. If the performance of any covenant or obligation to be performed hereunder by any party is delayed as a result of circumstances which are beyond the reasonable control of such party (which circumstances may include, without limitation, pending litigation, acts of God, war, acts of civil disobedience, fire or other casualty, shortage of materials, adverse weather conditions [such as, by way of illustration and not of limitation, severe rain storms or below freezing temperatures, or tornados] labor action, strikes or similar acts, moratoriums or regulations or actions by governmental authorities), the time for such performance shall be extended by the amount of time of such delay, but no longer than the amount of time reasonably occasioned by the delay. The party claiming delay of performance as a result of any of the foregoing force majeure events shall deliver written notice of the commencement of any such delay resulting from such force majeure event not later than seven (7) days after the claiming party becomes aware of the same, and if the claiming party fails to so notify the other party of the occurrence of a force majeure event causing such delay and the other party shall not otherwise be aware of such force majeure event, the claiming party shall not be http://schertz.com/DocumentCenter/View/568/Purchase-Order-Terms--Conditions-PDF entitled to avail itself of the provisions for the extension of performance contained in this subsection.

(E) Non-Boycott of Israel. Pursuant to Section 2270.002 of the Texas Government Code, Contractor certifies that either (i) it meets an exemption criterion under Section 2270.002; or

(ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

Relevant definitions from the bill:

"Company" means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.

"Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

(F) Non-Boycott of Energy. Pursuant to Texas Senate Bill 13 (2021), Contractor certifies that either (i) it does not boycott Israel and will not boycott energy companies; and (2) will not boycott energy companies during the term of the contract resulting from this solicitation.

Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

(G) Non-Boycott of Firearm Entity. Pursuant to Texas Senate Bill 19 (2021), Contractor certifies that it: (a) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (b) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

(H) Access to Premises. Authorized representatives of the Contractor will be allowed access to the facilities on City premises at reasonable times to fulfil the obligations of the Contractor regarding such facilities. The contractor shall adhere to all City rules, regulations, and guidelines while on City property. It is expressly understood that the City may limit or restrict the right of access herein granted in any manner considered necessary (e.g., national security, public safety).

(I) Indemnification. CONTRACTOR AGREES TO INDEMNIFY AND HOLD THE CITY OF

SCHERTZ, TEXAS AND ALL OF ITS PRESENT, FUTURE AND FORMER AGENTS, EMPLOYEES,

OFFICIALS AND REPRESENTATIVES HARMLESS IN THEIR OFFICIAL, INDIVIDUAL AND

REPRESENTATIVE CAPACITIES FROM ANY AND ALL CLAIMS, DEMANDS, CAUSES OF

ACTION, JUDGMENTS, LIENS AND EXPENSES (INCLUDING ATTORNEY'S FEES, WHETHER

CONTRACTUAL OR STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR

STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR STATUTORY, AND

WHETHER ACTUAL, PUNITIVE, CONSEQUENTIAL OR INCIDENTAL), OF ANY CONCEIVABLE

CHARACTER, FOR INJURIES TO PERSONS (INCLUDING DEATH) OR TO PROPERTY (BOTH

REAL AND PERSONAL) CREATED BY, ARISING FROM OR IN ANY MANNER RELATING TO THE

WORK OR GOODS PERFORMED OR PROVIDED BY CONTRACTOR – EXPRESSLY INCLUDING

THOSE ARISING THROUGH STRICT LIABILITY OR UNDER THE CONSTITUTIONS OF THE

UNITED STATES.

(J) Dispute Resolution. In accordance with the provisions of Subchapter I, Chapter 271, TEX.

LOCAL GOV’T CODE, the parties agree that, prior to instituting any lawsuit or other proceeding arising from a dispute under this agreement, the parties will first attempt to resolve the dispute by taking the following steps: (1) A written notice substantially describing the nature of the dispute shall be delivered by the dissatisfied party to the other party, which notice shall request a written response to be delivered to the dissatisfied party not less than 5 days after receipt of the notice of dispute. (2) If the response does not reasonably resolve the dispute, in the opinion of the dissatisfied party, the dissatisfied party shall give notice to that effect to the other party whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, to resolve the dispute. (3) If those persons cannot or do not resolve the dispute, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, to resolve the dispute.

(K) Disclosure of Business Relationships/Affiliations; Conflict of Interest Questionnaire

The contractor represents that it is following the applicable filing and disclosure requirements of Chapter 176 of the Texas Local Government Code.

Certificate of Interested Parties Effective January 1, 2016, pursuant to House Bill 1295 passed by the 84th Texas Legislature (Section 2252.908, Texas Government Code, as amended) and formal rules released by the Texas Ethics Commission (TEC), all contracts with private business entities requiring approval by the Schertz City Council will require the on-line completion of Form 1295 "Certificate of Interested Parties." Form 1295 is also required for all contract amendments, extensions or renewals. Contractors are required to complete and file electronically with the Texas Ethics Commission using the online filing application.

Please visit the State of Texas Ethics Commission website, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm and https://www.ethics.state.tx.us/tec/1295-Info.htm for more information.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT

YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL

RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176

IS A CLASS C MISDEMEANOR.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/tec/1295-Info.htm

SECTION 5

SCOPE OF WORK

5.1 General

The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below.

5.2 Project Scope

The City of Schertz is seeking proposals to provide Fleet vehicles as per the specifications herein. Unless otherwise specified, vehicle specifications are meant as descriptive, not restrictive. Proposer’s may offer any product that meets or exceeds the applicable specifications. The proposer must demonstrate comparability, by including appropriate test data, literature, specification documentation or otherwise related factual material. The City of Schertz retains sole discretion as to whether a proposed alternative is acceptable as an equivalent.

5.3 Awarding

The City of Schertz anticipates awarding this contract to multiple vendors in order to meet the full requirements for vehicle replacement. The City reserves the right to make no awards for any vehicles wherein the submitted proposals do not meet the requirements and/or expectations of price, availability, and timeline for delivery.

5.4 Vehicle Specifications

List of the required vehicles and their specifications can be found in Bid Table BT-04PW, FY25-26 Vehicle Replacement Cost Proposal

The workbook outlines the required vehicles for replacement, as well as the vehicle specifications. These are the minimum expectations, if a vendor wishes to submit an alternative solution that they believe will meet or exceed the specifications please identify that in the Alternate Vehicle Proposal tab of the workbook and in consideration of section

5.2 of this RFP.

5.5 Delivery Timeline

The City requires that all vehicles be delivered within the FY25-26, which runs from 1 October 2025 through 31 September 2026. Vendors are required to include a proposed delivery date as part of their cost proposal in the FY25-26 Vehicle Replacement Worksheet.

The City will be under no obligation to purchase a vehicle from an awarded vendor that exceeds 30 days from the proposed delivery provided in this cost proposal. If the delivery timeline is expected to be delayed the vendor is responsible for notifying the City in writing within seven (7) business days of the discovery of the potential delay and providing a new anticipated delivery date. The City will respond within seven (7) business days as to whether the new delivery timeline is acceptable or not. If the new delivery timeline is not deemed acceptable the purchase will be considered void and cancelled with no financial obligation.

SECTION 6

EXECUTION OF OFFER

Proposal of: ___________________________________ (Proposer Company Name)

To: The City of Schertz

RFP Title: Fleet Vehicle Replacement

RFP#: 2025-013

This Proposal shall remain in effect for the Proposal Validity Period (ref Section 3.3) and shall be exclusive of federal excise and state and local sales tax (exempt).

The person signing this Response on behalf of the Offeror represents to Owner that:

(1) The information provided herein is true, complete and accurate to the best of the knowledge and belief of the undersigned; and

(2) He/she has full authority to execute this Response on behalf of Offerors.

(3) Offeror has received the Addenda to this RFP, specifically, Addenda numbered

Executed this day of , .

Entity Name Signature

Street & Mailing Address Print Name of Signatory

City, State, and Zip Title of Signatory

Telephone Number Fax Number

Email Address Mobile Number

SECTION 7

PROPOSER’S STATEMENT OF QUALIFICATION

Proposals must include responses to the questions contained in this section. The proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, the Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. The proposer will explain the reason when responding N/A or N/R.

7.1 Proposer Profile

7.1.1 Number of years in Business:

State of incorporation:

Number of Employees:

Annual Revenues Volume:

Name of Parent Corporation, if any ______________________________

7.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by the City.

7.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Proposer.

7.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, the Proposer will explain the expected impact, both in organizational and directional terms.

7.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with City (if any).

7.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, the Proposer will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.

7.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer currently has contracts and/or to which Proposer has previously provided services (within the past five (5) years) of a type and scope like those required by City’s RFP. Proposer will include in its customer reference list the customer’s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Proposer.

7.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between the Proposer and any employee of the City? If yes, the Proposer will explain.

7.2 Approach to Project Services

7.2.1 Proposer will provide a statement of the Proposer’s service approach and will describe any unique benefits to the City from doing business with Proposer. The proposer will briefly describe its approach for each of the required services identified in Section 5, Scope of Work of this RFP.

7.2.2 Proposer will provide an estimate of the earliest starting date for services following execution of the Agreement.

7.2.3 Proposer will submit a work plan with key dates and milestones. The work plan should include:

7.2.3.1 Identification of tasks to be performed.

7.2.3.2 Time frames to perform the identified tasks.

7.2.3.3 Project management methodology.

7.2.3.4 Project roles and responsibilities.

7.2.3.5 Project change control procedure; and

7.2.3.4 Implementation strategy.

7.2.4 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the frequency of reporting, if more frequent than required in the RFP. The proposer will include samples of reports and documents if appropriate.

7.3 Miscellaneous

7.3.1 Proposer will provide a list of any additional services or benefits not otherwise identified in this RFP that Proposer would propose to provide to the City.

7.3.2 Proposer will provide details describing any unique or special services or benefits offered or advantages to be gained by the City from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this RFP.

CITY OF SCHERTZ PAGE 20

[Keywords] Service Agreement

SECTION 8

COST PROPOSAL

Proposal of: ___________________________________ (Proposer Company Name)

To: The City of Schertz

RFP Title: Fleet Vehicle Replacement

RFP: 2025-013

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto; the undersigned proposes to furnish the services required pursuant to the above-referenced Request for Proposal upon the terms quoted below.

8.1 Pricing for Services

The proposer should describe in detail (a) the total fees for the entire scope of the Services;

and (b) the method by which the fees are calculated. The fees must be inclusive of all associated costs for delivery, labor, insurance, taxes, overhead, and profit.

The City will not recognize or accept any charges or fees to perform the Services that are not specifically stated in this Cost Proposal

In this Cost Proposal, Proposer should describe estimated delivery timelines for the vehicles they provide a quote for. Vendors may submit a proposal for any and all vehicles listed in the RFP, as well as alternative proposed vehicles as described in section 5. Vendors are not required to submit vehicles they do not regularly sell or cannot obtain.

8. 2 Cost Proposal

Cost Proposal should be submitted in the “Cost Proposal” tab of the FY 25-26 Vehicle Replacement Workbook found in the Public Files section of the e-procurement portal, Bonfire.

In addition to completing the cost proposal tab of the FY 25-26 Vehicle Replacement Workbook, the proposer shall include an itemized quote for each vehicle they submit a proposal for. This quote shall be all encompassing for the vehicle, outfitting, administrative fees, delivery, or any other fees. Any fees not outlined and detailed as part of the proposal shall not be considered for payment.

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8.2 Payment Terms

City’s standard payment terms are “Net 30 days.” Should the contractor desire an exception to those terms, Contractor shall define the requested terms to included, but not limited to, milestone pricing, etc.

8.3 Right to Cancel Purchase

The City will be under no obligation to purchase a vehicle from an awarded vendor that exceeds 30 days from the delivery timeline. If the delivery timeline is expected to be delayed the vendor is responsible for notifying the City in writing within seven (7) business days of the discovery of the delay and providing the new anticipated delivery date. The City will respond within seven (7) business days as to whether the new delivery timeline is acceptable or that the purchase is considered void.

By signing below the proposer acknowledges they have read and agree to the terms of payment and the right to cancel.

Entity Name Signature

Street & Mailing Address Print Name of Signatory

City, State, and Zip Title of Signatory

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CITY OF SCHERTZ

SERVICE AGREEMENT

THE STATE OF TEXAS §

GUADALUPE COUNTY §

This Service Agreement (“Agreement”) is made and entered by and between the City of Schertz, Texas, (the “City”) a Texas municipality, and _______________ (“Contractor”).

Section 1. Duration This Agreement shall become effective upon the date of the final signature affixed hereto and shall remain in effect until satisfactory completion of the Scope of Work unless terminated as provided for in this Agreement.

Section 2. Scope of Work

(A) Contractor shall perform the Work as more particularly described in the Scope of Work attached hereto as Exhibit “A”. The work as described in the Scope of Work constitutes the “Project”.

(B) The Quality of Work provided under this Agreement shall be of the level of quality performed by Contractors regularly rendering this type of service.

(C) The Contractor shall perform its Work for the Project in compliance with all statutory, regulatory and contractual requirements now or hereafter in effect as may be applicable to the rights and obligations set forth in the Agreement.

(D) The Contractor may rely upon the accuracy of reports and surveys provided to it by the City except when defects should have been apparent to a reasonably competent Contractor or when it has actual notice of any defects in the reports and surveys.

Section 3. Compensation

(A) The Contractor shall be paid in full upon completion of the project or in the manner set forth in Exhibit “A” and as provided herein.

(B) Billing Period. Subject to Chapter 2251, Texas Government Code (the “Prompt Payment

Act”), payment is due within thirty (30) days of the City’s receipt of the Contractor’s invoice.

Interest on overdue payments shall be calculated in accordance with the Prompt Payment Act.

(C) Reimbursable Expenses. Any and all reimbursable expenses related to the Project shall be included in the scope of Work (Exhibit A) and accounted for in the total contract amount.

(D) Payments Subject to Future Appropriation. This Agreement shall not be construed as a commitment, issue, pledge or obligation of any specific taxes or tax revenues for payment to Contractor.

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(1) All payments or expenditures made by the City under this Agreement are subject to the City's appropriation of funds for such payments or expenditures to be paid in the budget year for which they are made.

(2) The payments to be made to Contractor, or other expenditures under this Agreement, if paid, shall be made solely from annual appropriations of the City as may be legally set aside for the implementation of Article III, Section 52-a of the Texas Constitution or Chapter 380 of the Texas Local Government Code or any other economic development or financing program authorized by statute or home rule powers of the City under applicable Texas law, subject to any applicable limitations or procedural requirements.

(3) In the event the City does not appropriate funds in any fiscal year for payments due or expenditures under this Agreement, the City shall not be liable to Contractor for such payments or expenditures unless and until appropriation of said funds is made;

provided, however, that Contractor, in its sole discretion, shall have the right but not the obligation to terminate this Agreement and shall have no obligations under this Agreement for the year in respect to which said unappropriated funds relate.

(4) To the extent there is a conflict of this Section and any other language or covenants in this Agreement, this Section 3 shall control.

Section 4. Time of Completion The prompt completion of the Work under the Scope of Work relates is critical to the City.

Unnecessary delays in providing Work under a Scope of Work shall be grounds for dismissal of the Contractor and termination of this Agreement without any or further liability to the City other than a prorated payment for necessary, timely, and conforming work done by Contractor prior to the time of termination.

(A) Contract Times: Days The Work is expected to be substantially completed within ____ calendar days after the Notice to Proceed is given (“Substantial Completion”)

(B) Liquidated Damages

Contractor and Owner recognize that time is of the essence as stated above and that Owner will suffer financial and other losses if the Work is not completed and Milestones not achieved within the times specified in the Scope of Work, plus any extensions thereof allowed in accordance with the Contract. The Contractor acknowledges and recognizes that the Owner is entitled to full and beneficial occupancy and use of the completed work following expiration of the Contract Time. The Contractor further acknowledges and agrees that, if the Contractor fails to substantially, or cause the Substantial Completion of any portion of the Work within the Contract time, the Owner will sustain actual damages because of such failure. The exact amount of such damages will be difficult to ascertain. Therefore, the Owner and Contractor agree that, if the Contractor shall neglect, fail, or refuse to achieve substantial completion of the Work by the Substantial Completion date, subject to proper extension granted by the Owner, then the Contractor agrees to pay the Owner the sum of Six hundred dollars ($600.00) per day for each day in which such Work is not completed, not as penalty, but as liquidated damages, for the damages (“Liquidated Damages”) that would be suffered by Owner as a result of delay for each and every calendar day that the Contractor shall have failed to have completed the Work as

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required herein. The Liquidated Damages shall be in lieu of any and all other damages which may be incurred by Owner as a result of the failure of Contractor to complete within the Contract Time.

Section 5. Insurance Before commencing work under this Agreement, Contractor shall obtain and maintain the liability insurance provided for below throughout the term of the Project plus an additional two years.

Contractor shall provide evidence of such insurance to the City. Such documentation shall meet the requirements noted in Exhibit B.

Contractor shall maintain the following limits and types of insurance:

Workers Compensation Insurance: Contractor shall carry and maintain during the term of this Agreement, workers compensation and employers liability insurance meeting the requirements of the State of Texas on all the Contractor’s employees carrying out the work involved in this contract.

General Liability Insurance: Contractor shall carry and maintain during the term of this Agreement, general liability insurance on a per occurrence basis with limits of liability not less than $1,000,000 for each occurrence and for fire damage. For Bodily Injury and Property Damage, coverage shall be no less than $1,000,000. As a minimum, coverage for Premises, Operations, Products and Completed Operations shall be $2,000,000. This coverage shall protect the public or any person from injury or property damages sustained by reason of the Contractor or its employees carrying out the work involved in this Agreement. The general aggregate shall be no less than $2,000,000.

Automobile Liability Insurance: Contractor shall carry and maintain during the term of this Agreement, automobile liability insurance with either a combined limit of at least $1,000,000 per occurrence for bodily injury and property damage or split limits of at least $1,000,000 for bodily injury per person per occurrence and $1,000,000 for property damage per occurrence. Coverage shall include all owned, hired, and non-owned motor vehicles used in the performance of this contract by the Contractor or its employees.

Subcontractor: In the case of any work sublet, the Contractor shall require subcontractor and independent contractors working under the direction of either the Contractor or a subcontractor to carry and maintain the same workers compensation and liability insurance required of the Contractor.

Qualifying Insurance: The insurance required by this Agreement shall be written by non-assessable insurance company licensed to do business in the State of Texas and currently rated "B+" or better by the A.M. Best Companies. All policies shall be written on a “per occurrence basis” and not a “claims made” form.

Evidence of such insurance shall be attached as Exhibit “C”.

Failure of Certificate Holder to demand a certificate or other evidence of full compliance with these insurance requirements or failure of Certificate Holder to identify a deficiency from evidence that is provided will not be construed as a waiver of Insured’s obligation to maintain such insurance.

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Section 6. Miscellaneous Provisions

(A) Subletting. The Contractor shall not sublet or transfer any portion of the work under this

Agreement or any Scope of Work issued pursuant to this Agreement unless specifically approved in writing by the City, which approval shall not be unreasonably withheld.

Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of Work. The approval or acquiescence of the City in the subletting of any work shall not relieve the Contractor of any responsibility for work done by such subcontractor.

(B) Compliance with Laws. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts, administrative, or regulatory bodies in any matter affecting the performance of this Agreement, including, without limitation, worker’s compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Contractor shall furnish the City with satisfactory proof of compliance.

(C) Independent Contractor. Contractor acknowledges that Contractor is an independent contractor of the City and is not an employee, agent, official or representative of the City.

Contractor shall not represent, either expressly or through implication, that Contractor is an employee, agent, official or representative of the City. Income taxes, self-employment taxes, social security taxes and the like are the sole responsibility of the Contractor.

(D) Non-Collusion. Contractor represents and warrants that Contractor has not given, made, promised or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other consideration to any person as an inducement to or in order to obtain the work to be provided to the City under this Agreement. Contractor further agrees that Contractor shall not accept any gift, bonus, commission, money, or other consideration from any person (other than from the City pursuant to this Agreement) for any of the Work performed by Contractor under or related to this Agreement. If any such gift, bonus, commission, money, or other consideration is received by or offered to Contractor, Contractor shall immediately report that fact to the City and, at the sole option of the City, the City may elect to accept the consideration for itself or to take the value of such consideration as a credit against the compensation otherwise owing to Contractor under or pursuant to this Agreement.

(E) Force Majeure. If the performance of any covenant or obligation to be performed hereunder by any party is delayed as a result of circumstances which are beyond the reasonable control of such party (which circumstances may include, without limitation, pending litigation, acts of God, war, acts of civil disobedience, fire or other casualty, shortage of materials, adverse weather conditions [such as, by way of illustration and not of limitation, severe rain storms or below freezing temperatures, or tornados] labor action, strikes or similar acts, moratoriums or regulations or actions by governmental authorities), the time for such performance shall be extended by the amount of time of such delay, but no longer than the amount of time reasonably occasioned by the delay. The party claiming delay of performance as a result of any of the foregoing force majeure events shall deliver written notice of the commencement of any such delay resulting from such force majeure event not later than seven (7) days after the claiming party becomes aware of the same, and if the claiming party fails to so notify the other party of the occurrence of a force majeure event causing such delay and the other party shall not otherwise be aware of such force majeure event, the claiming party shall not be

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entitled to avail itself of the provisions for the extension of performance contained in this subsection.

(F) Conflict of Terms.

Scope of work:

In the case of any conflicts between the terms of this Agreement within the Scope of Work, this Agreement shall govern. The Scope of Work is intended to detail the technical scope of Work, fee schedule, and contract time only and shall not dictate Agreement terms.

Other Agreements between parties:

In the case of any conflicts between the terms of this Agreement and wording contained within any other attachment, amendment, and agreement executed between the parties in conjunction with this Agreement, this Agreement shall govern.

(G) Non-Boycott of Israel. Pursuant to Section 2270.002 of the Texas Government Code, Contractor certifies that either (i) it meets an exemption criterion under Section 2270.002; or

(ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from…